Executive Assistant

Lutheran Senior Services•St. Louis, MO

18d

About The Position

Introduction At EverTrue, team members at all levels find their calling in our mission of Older Adults Living Life to the Fullest. In this work environment, all team members are part of a community and appreciated by the people they work with – residents and coworkers – every day. Summary Performs and handles a variety of administrative duties in support of an assigned executive(s) and their subordinate staff.

Requirements

3+ years of administrative experience working for an executive or managerial level employee with a strong focus on details, coordinating communications and schedules with and for the manager, and meeting deadlines
Excellent communication skills exhibiting a high level of customer service, professionalism, and confidentiality
Proficient technology skills, including standard business systems (e.g., Microsoft 365), online/smart apps, and an ability to detect and avoid phishing, malware, and fraud efforts
Must be able to work independently, using initiative and self-motivation, and collaboratively with members of a team
Ability to solve problems and streamline processes
Ability to successfully work in and navigate a fast-paced work environment with multiple competing priorities that sometimes conflict

Responsibilities

Develops reports, e-mails, memos/letters, and other documents using word processing, e-mail, spreadsheet, or presentation software; Reviews and proof-reads a variety of materials, including reports, letters, and memos for content, and recommends changes
Assists their assigned executive(s) in managing complex and changing calendar priorities by managing the executives’ online calendar; Assists in looking ahead one or more weeks to sort out congested days or conflicting appointments
Coordinates meetings by preparing agendas and supporting documents, distributing invitations in a timely manner, planning meeting space, coordinating hospitality support such as food and refreshment arrangements, audio/visual IT equipment needs; Attends some meetings to record minutes, per request, and distributes minutes and supporting documents as requested; May sometimes require hotel and travel support for people traveling to the meeting
Periodically communicates to others on behalf of the executive(s) supported, presenting the communication in a manner consistent with the executive’s intent; Uses independent judgment in screening internal and external contacts that include phone calls, mail, and in-person contacts to determine next steps; May direct contacts to assigned to others as deemed appropriate; Interacts with EverTrue Board members and Board committee members
Arranges and manages travel arrangements for their assigned executive(s), including travel times in their online calendar, use of executives’ travel time for essential phone calls as necessary, and working with travel management software
Creates an organization system for the filing, storage, and retrieval of paper files in filing draws, and of digital documents in electronic files; Will keep digital and paper filing up to date periodically as directed by executive
Tracks expenses, mileage, and receipts generated by executive(s) on a monthly basis and enters them into online tools for reporting or reimbursement; Tracks executives’ subordinates’ expense and mileage reports and assists executive(s) is being timely with approval
May assist assigned executive(s) in the budgeting process by researching information and collecting data from subordinate managers
May occasionally be tasked with special projects, assignments, and duties, which may include duties that become continuing responsibilities (e.g., being the administrative point person for EverTrue’s membership with various trade associations)
May be tasked with conducting research and compiling data or other types of information, that is used in reports or presentations by executives, committees, and boards of directors
Demonstrates continuous effort and uses independent judgment to improve operations, decrease turnaround times, streamline work processes, and work cooperatively with staff to provide quality service